WELCOME HARRIS/DELTA JUSTICE COURT USER CONFERENCE 2017

Transcription

1 WELCOME HARRIS/DELTA JUSTICE COURT USER CONFERENCE 2017

2 CONFERENCE SCHEDULE Registration 9:00 9:30 AM Accounting/Settlement 9:30 12:30 PM Lunch Break 12:30 1:30 PM Constable/Warrants/Bond Menus 1:30 2:30 PM Forms Setup (in Green Screen) w/katrina 2:30 3:15 PM BREAK 3:15 3:30 PM New Options Available 3:30 3:45 PM Roundtable Discussions 3:45 5:00 PM

3 ACCOUNTING/SETTLEMENT FRUSTRATION CONFUSION

4 GENERAL LEDGER Holds total Cash in Bank for each fund separately (debit on Trial Balance) The total Cash in Bank controls your Bank Reconciliation Holds the balance for each item for which you collect money Law Library crim/civil Clerk Fees crim/civil Fines Restitution Bonds How does money get into the General Ledger? Daily Posting and Cash Disbursements both populate the General Ledger Forget to post a day and your bank reconciliation will be out of balance

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6 DISTRIBUTION CODES VS GL ACCOUNT NUMBER Distribution Codes are the 2 digit codes that point to a 9 digit account number defined in the general ledger. One can not exist without the other If you need a new DISTRIBTION CODE you must create the ACCOUNT NUMBER it goes with.

7 When you are receipting from within a case Affidavit Receipt the system is using the distribution codes. When you are receipting into Cash Receipts (Out of county processes for your constables to serve) the system is using the account numbers. They all come together at the end to populate the General Ledger.

8 DAILY POSTING Remember the days of hand writing each receipt into that big ledger and breaking it out by category??? Daily Posting is the same concept except that the computer is doing all of that for you. If you skip a day of posting to the ledger, your books will not be in balance. 3 steps of posting explained 1. Post Credit Card Receipts (Skip if you do not have credit cards) Posts all Credit Card and Online Payments to Cash Receipts separately. The cash receipt is in an O-open status. These receipts say CARD-DEFENDANT NAME 2. Post Affidavit Receipts Posts all other case related receipts to cash receipts by Fund. All like distribution codes are added and posted into cash receipts as an account number. These receipts say MISCELANEOUS AFFIDAVITS. The cash receipt is in an O-open status. 3. Post Receipts to Ledger Final step of posting. Posts ALL OPEN cash receipts to the General Ledger.

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10 MONTHLY SETTLEMENT The first step to monthly settlement is to RECONCILE your bank statement. If your statement reconciles, you are 95% done! Before you begin your reconciliation make sure the entire month has been properly posted. 1. Print a Daily Deposit Report for UNPOSTED records only. If nothing prints, you are good to go. If something prints run Post Credit Cards and Post Affidavit Receipts for the dates that printed on the report. Proceed to step Proceed to step Run Post Receipts to Ledger for the entire month. 4. Go to the Bank Reconciliation Menu Run Repost Receipts Run Repost Disbursements

11 BANK RECONCILIATION There is a new report to help you with your bank reconciliation. DEPOSIT SUMMARY REPORT This report summarizes Cash, Check/MO, Total real money deposit, Credit Cards and Online Payments for the day by FUND.

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13 Enter the ending balance from your Bank Statement. Press ENTER

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17 MONTHLY SETTLEMENT (CONT D) Print the your Combined Monthly Journal for Summary ONLY Criminal Civil Clearing Print your Daily Deposit Report for the entire month. Balance the Daily Deposit with the Cash Journals. Settle any Restitution Run the Restitution Distribution Report Print a Check Register from Cash Disbursements for the month. Balance the Check Register with the Clearing Cash Journal. Print a Trial Balance Print your Monthly Settlement Form (for the county goes with the settlement checks) Balance your Trial Balance and Monthly Settlement form to each other Post your Settlement to Disbursements Print your checks Re-Print your Journals in their entirety Print your Final Trial Balance

18 CRIMINAL/CIVIL/CLEARING MONTHLY JOURNALS Compare these totals to the Daily Deposit Report!!

19 DAILY DEPOSIT REPORT FOR THE MONTH

20 DO THEY MATCH???

21 RESTITUTION DISTRIBUTION Enter your restitution checks into Cash Disbursements.

22 PRINT A TRIAL BALANCE

23 PRINT MONTHLY SETTLEMENT FORM This is the breakdown for the county using their account numbers. This lets them know what they keep and what is to be turned over to the state. It can also help you fill out the form you turn in to them during settlement.

24 POST SETTLEMENT TO DISBURSEMENTS CRIMINAL

25 Your settlement check transaction number 102 is automatically entered in to Cash Disbursements for you. The same exact process is done for Civil.

26 FINAL REPORTS Reprint the Clearing/Criminal and Civil Journals in their entirety. The Clearing Journal is the only one that should have an ending balance.

27 PRINT A TRIAL BALANCE You should be able to print a Bond Balance Report that equals this number

28 LUNCH TIME!! Next up Bond Menu Constable Menu Warrants Menu

29 Enter bond receipts Enter bond disbursements Tracks bond balances Print detail of bond receipts entered/bond disbursements paid. BOND MENU

30 EDIT BOND FILE All bond receipts entered into the Justice Court System should be entered as a new transaction in to the Bond File program. The transaction will have an unpaid balance and continue to print on the BOND BALANCE report until you enter the disbursement information here.

31 EDIT BOND FILE This is the BOND BALANCE report This is the Bond Detail Report Once you enter the Check Number/Date/Amount and to whom the check was paid, the unpaid balance is updated and the transaction will no longer print on the BOND BALANCE REPORT.

32 CONSTABLE MENU Edit Services allows you to enter new items for your constables to serve that are from other counties. Returns and fees for constables are in here as well. Services/Returns/Fees for your cases (in county) can be entered from within the case or directly into here. Once all of the returns are entered for the month, print your SERVICE COLLECTION LIST to show what money is to be paid to your constables for that month.

33 EDIT SERVICES FROM OTHER COUNTY Leave the Affidavit: Book and Page bland to default FROM OTHER COUNTY. Use the description line to enter the county and the defendant name. This is a good way to track for the other county whether their summons has been returned.

34 EDIT SERVICES FROM OTHER COUNTY Once the papers have been returned, add the Service information with fees so that your constable will get paid.

35 CONSTABLE SERVICE IN COUNTY F6-PROCESS from within the case screen will bring you directly to the Services page.

36 CONSTABLE SERVICE IN COUNTY

37 CONSTABLE SERVICE IN COUNTY Once the papers have been returned, add the Service information with fees so that your constable will get paid.

38 SERVICE COLLECTION LIST Final page w/totals

39 WARRANT MENU Warrants can be entered from within the case or directly into here. If you use the warrant file, you can give the SO access to view and cancel warrants. Print a Warrant List to give to your SO

40 WARRANTS F3-WARRANTS from within the case screen will bring you directly to the Warrant page.

41 WARRANTS This case has a warrant out for service that has not yet been served. To enter the served information for the officer you would press F1. To add another warrant you would press F20.

42 WARRANTS

43 FORM SETUP (GREEN SCREEN) W/KATRINA

44 BREAK 3:00 3:30 Next up What s new 3:30 3:45 Did you know you can do TRANSFERS for bond money?? If you have 1 bank account. Word merge/gui Criminal Affidavit Printing Discuss Court Solutions payment lookup/pull/processing Roundtable discussion 3:45 5:00 Tracking the new Sheriff returns from other counties

45 GUI (GRAPHICAL USER INTERFACE)

46 DROP DOWNS